{"id":4786,"date":"2016-04-04T10:47:45","date_gmt":"2016-04-04T15:47:45","guid":{"rendered":"https:\/\/ability-fl-prod.internetbrands.com\/ability-law\/smallbusiness\/employment-law-and-human-resources\/what-you-should-keep-in-your-employees-personnel-files.html"},"modified":"2026-08-31T11:46:27","modified_gmt":"2026-08-31T16:46:27","slug":"what-you-should-keep-in-your-employees-personnel-files","status":"publish","type":"page","link":"https:\/\/www.findlaw.com\/smallbusiness\/employment-law-and-human-resources\/what-you-should-keep-in-your-employees-personnel-files.html","title":{"rendered":"What You Should Keep in Your Employees’ Personnel Files"},"content":{"rendered":"\n
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What You Should Keep in Your Employees' Personnel Files<\/h1>\n\n
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\n By Catherine Hodder, Esq.<\/a> | Legally reviewed by Laura Temme, Esq.<\/a>\n | Last updated\n
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Editorial Note: We earn a commission from affiliate partner links on FindLaw. Commissions do not affect the editorial integrity of our legal content.<\/p>\n\n <\/div>\n \n

\n \n <\/i>\n Legally Reviewed\n <\/summary>\n\n
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This article has been written and reviewed for legal accuracy, clarity, and style by FindLaw\u2019s team of legal writers and attorneys<\/a> and in accordance with our editorial standards<\/a>.<\/em><\/p>\n\n <\/div>\n <\/details>\n\n

\n \n <\/i>\n Fact-Checked\n <\/summary>\n\n
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The last updated date refers to the last time this article was reviewed by FindLaw or one of our contributing authors<\/a>. We make every effort to keep our articles updated. For information regarding a specific legal issue affecting you, please contact an attorney in your area<\/a>.<\/em><\/p>\n\n <\/div>\n <\/details>\n<\/section>\n\n\n

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Key Takeaways<\/h2>\n

An employee <\/span>personnel file<\/span> is the official record of a worker’s employment history, containing key documents from hiring to departure. These files typically include job applications<\/span>, performance reviews<\/span>, and signed policy acknowledgements. Properly maintaining these records is crucial for ensuring compliance with labor laws and providing a defense in the event of legal disputes like wrongful termination claims.<\/p>\n\n <\/div>\n <\/div>\n<\/div>\n\n\n

Small-business<\/span> owners<\/span> and human resources<\/span> departments should update their employee records<\/span> often. Personnel files<\/span> can become evidence if a former employee believes they were\u00a0wrongfully terminated<\/a>. Employee <\/span>personnel files<\/span>\u00a0must contain certain items and should not contain others.<\/p>\n

Employment records<\/span> are not an op-ed page. They are official documents and should be strictly professional. If you have questions about employee personnel legal requirements, contact a local employment law<\/span> attorney<\/a>.<\/p>\n

What To Include in the Main Personnel File<\/span><\/h2>\n

The main personnel file<\/span> should contain a chronological history of the employee’s job-related journey with your company. Either you or your HR department<\/span> should regularly update the file to keep it current. The main file should contain:<\/p>\n